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Regional Project Billing Manager - Construction

Company: Mill Creek Residential
Location: Bethesda
Posted on: May 17, 2023

Job Description:

Welcome to Mill Creek! We're glad you're here! At Mill Creek Residential we are committed to building a diverse, equitable and inclusive workplace where our associates can grow and bring their whole selves to work. This starts with our recruiting and hiring process. Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. We want you to know that we encourage you to apply if this job excites you, even if you don't meet 100% of the requirements. You may just be the right candidate for this role, or another role and make your mark at Mill Creek.
At Mill Creek Residential Trust, the Project Billing Manager will support the Project Management Team with the planning and daily execution in the construction of various types of high density residential and mixed use projects. The position will report to the Vice President of Construction. The position's key responsibilities will include, in part, providing construction project billing and payment administration and bookkeeping support to the construction project team on a daily basis, setting up new construction projects, vendors, and subcontractors in the Company Portal, fill out credit applications as requested by vendors, review/upload change orders, purchase orders and upload job specific invoices weekly into
Construction Imaging. The Project Billing Manager will also be expected to run cost reports as requested by Project Managers and Vice Presidents, and review all subcontractor/vendor monthly application for payment for accuracy and consistency.This position will be responsible for projects in the DC, VA, and/or MD regions.
Essential Functions/Responsibilities

  • Set up new construction projects, vendors, and subcontractors in Company Portal, which acts as a liaison between inter-company departments.

  • Fill out credit applications as requested by new vendors

  • Review executed subcontract agreements, award memos and LOI's for accuracy and enter in Company Portal for cost reporting purposes.

  • Review/Upload change orders, purchase orders and insurance certificates into Company Portal.

  • Accountable for obtaining all subcontractors, vendors and suppliers, including all Tier 2, 3 and lower level subcontractors, vendors and suppliers, COI and obtaining written approvals from Marsh.

  • Work with the management and superintending personnel to identify these entities prior to performing any work.

  • Alert PM and Superintendent once a month to review and approve subcontractor applications for payment.

  • Review subcontractor applications for payment for accuracy. Learn and implement Textura software to execute process.

  • Assist with processing Joint Check Agreements. Process Joint Checks monthly, have subcontractor endorse Joint Checks and obtain lien waivers from sub-subs/sub-suppliers for Joint Check payment.

  • Upload job specific invoices weekly into Construction Imaging

  • Receive interim lien waivers from subcontractors and their sub-subcontractors/suppliers prior to releasing payments monthly.

  • Notify subcontractors that payments will not be released without acceptable compliant insurance, as well as an executed contract in place.

  • Ensure, prior to releasing final payables to subcontractors and suppliers that all close-out documents are in order, MCRT warranties have been executed and Final lien waivers received.

  • Meet monthly with construction Administrative Assistant to make certain that subcontractor insurance and contract standards are acceptable prior to payments being distributed and subcontractor mobilizes onsite.

  • Run cost reports as requested by Project Managers/VP's.

  • Monitor Monthly subcontractors sworn statements and verify with PM and Superintendent the accuracy of those vendors and sub-subcontractors providing labor and materials on-site.

  • Review all subcontractor/vendor monthly application for payment for accuracy and consistency.

  • Create and provide all required Draw Documentation with proper backup G702, G703, Draw Detail, Invoice/AIA Back-Up, Contractor Waiver, Subcontractor Lien Waiver Log/Waivers, Cash Flow Report, Stored

  • Materials Log/Stored Materials back-up) to the Development Team each month in a timely manner to meet accurate deadlines for funding.

  • Understand and overlap with all duties included in the Admin. Assistant and Project Coordinator job description

  • Direct support to the VP Construction as necessary

  • All other duties as assigned

    Education and/or Experience

    • Multi-family real estate industry experience with an emphasis in construction is a plus

    • High level of proficiency in performing all administrative functions and ability to provide an advanced level of general support to project team and/or executive group in field or office as designated by management.

    • Proficient in a wide variety of administrative functions and highly skilled in the use of office equipment and computer software including Microsoft Word, Excel, Outlook, Yardi, Construction Imaging, PlanGrid Prolog, ProCore and Textura.

    • Effectively manages and prioritizes tasks/projects with little to no supervision.

    • Must have outstanding written and verbal communication skills and the ability to edit correspondence for manager(s) as required

    • Ability to communicate and work independently or as part of a team consisting of executives and managers of all levels and in various geographic locations.

    • 4-year college degree or equivalent work experience desired.

      Skills/Specialized Knowledge

      • Displays self-starting, self-motivated traits and excels in an entrepreneurial environment.

      • Consistently delivers accurate and timely work product and accepts personal accountability for results.

      • Resolves issues while professionally managing business relationships.

      • Must have the ability to make sound decisions based on information gathered & analyzed.

      • Understands the scope of the position, purpose and audience; stays one step ahead of incoming requests based on business instincts.

        About the Benefits of joining the Mill Creek Team

        • Competitive compensation

        • Comprehensive medical, dental and vision

        • Employer sponsored short and long term disability, Life and ADD insurance

        • 401k with employer matching

        • Paid time off benefits: Vacation, Sick, Holidays

          Mill Creek is an Equal Opportunity Employer
          Are you ready to contribute to the success of Mill Creek Residential? If so, apply today and become part of an organization that believes in uncompromising integrity, celebrating successes, continuous improvement, and working hard, smart and together!
          People. Places. Relationships. Our tagline begins with the most important part of Mill Creek, our people. As a multifamily company focused on construction, development, acquisition, and operations of rental communities in the most desirable markets coast-to-coast, we are also committed to ensuring a diverse, equitable and inclusive environment for our resident customer and our associates. We have implemented processes to support DE&I practices throughout the associate lifecycle from recruiting and hiring to ongoing training programs for career advancement. Our growth since our founding in 2011 is nothing short of remarkable - a direct reflection of our team's contributions. We are committed to listening to our associates and focusing on continuous improvement.
          For more information about our DE&I initiatives, please click here ( to review our inaugural Environmental, Social, Governance (ESG) Report.

Keywords: Mill Creek Residential, Bethesda , Regional Project Billing Manager - Construction, Executive , Bethesda, Maryland

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